Contractor Policy
All contractors are responsible for performing the work of contracts in conformance with all
environmental, health and safety laws and regulations. Contractors shall be subject to provisions
of this Contractor Policy, which has been prepared for the protection and safety of Calvin College
students, staff, faculty, neighbors and property, recognizing that contractor’s work can potentially
affect the safety of personnel and property. The Contractor Policy shall be provided to contactors
to communicate the availability of hazard information for college properties and to outline
Calvin’s safety and environmental procedures.
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
1 of 11
Disclaimer
At Calvin College, we believe that every employee, student and guest is entitled to a safe
and healthful workplace. We are committed to protecting ourselves, the environment,
and complying with governmental regulations. Because a contractor’s work on college
premises can potentially affect the safety of Calvin students, staff, faculty, neighbors and
property, the college is committed to hiring contractors who take the safety of our
community and environment as seriously as we do. We are providing the following safety
manual to remind you of some of your specific responsibilities in this regard. The
information provided within this manual is advisory in nature and is intended to
supplement, not replace the contractor’s safety or environmental procedures or
requirements.
We expect that our contractors will train, supervise, and direct their employees to be
mindful of the safety of Calvin’s students, staff, faculty, neighbors and property when
performing work on Calvin’s premises. This policy does not address, and is not intended
to abrogate or assume responsibility for, the contractor’s duty to its employees. Nor does
this policy provide an exhaustive outline of laws, ordinances or regulations governing
environmental, health and safety compliance. Rather, it is provided solely to
communicate the availability of hazard information for college properties and to outline
Calvin’s safety and environmental procedures.
Introduction
Welcome to Calvin College! While working here, it is your responsibility to ensure that
your work is performed so as to protect Calvin’s students, staff, faculty, neighbors and
property. To fulfill this responsibility, Calvin expects that you will comply with these
safety guidelines, other project-specific safety and environmental procedures that may
apply (e.g., your company’s rules, and local, state and federal laws and regulations).
Work performed in a manner that endangers Calvin’s students, staff, faculty, neighbors
and property is unacceptable.
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
2 of 11
Responsibilities
Calvin College Project Manager
•
•
•
•
•
•
•
•
•
•
•
Obtain a completed Pre-Qualification Form (Appendix A) for the contractor.
Obtain a Certificate of Insurance from the contractor if one is not currently on file.
Certificates of insurance are filed with the Director of Physical Plant.
Arrange a pre-project safety meeting with the Contractor’s Project Supervisor and
the Environmental Health & Occupational Safety (EHOS) Officer to discuss all
applicable items on the Contractor Safety Checklist (Appendix B).
Advise the contractor that it is responsible for safety education, training and direct
supervision of their personnel working at Calvin College. They will be advised of
personnel observed not following safe practices so they may take corrective action.
Contractor personnel may be asked to leave Calvin College premises for violation of
safe work practices.
Provide copies of material safety data sheets (MSDSs) where contractor employees
may be exposed. Advise of any special control procedures that are in place.
Obtain applicable MSDSs from the contractor regarding any hazardous chemicals it
may bring to campus during the course of the project. Review these with the EHOS
Officer if they are unfamiliar.
Notify the contractor of the presence of site hazards known to Calvin such as
asbestos-containing materials (ACM), underground gas, water or sewer mains, and
any need for special public protection, prior to beginning work activities.
Familiarize the contractor with pertinent emergency signals, warnings and
procedures for evacuation used by Calvin.
Assure that any contractor hired to enter a confined space is made aware of Calvin’s
entry requirements for the particular space, and that the contractor has a confined
space entry program that includes provisions for emergency rescue.
Inform the contractor of Calvin’s Lockout Tagout Plan and applicable procedures.
Obtain signatures on Appendix B, Contractor Safety Checklist. Distribute copies to
the Contractor’s Project Supervisor, and EHOS Officer.
Contractor Project Supervisor
•
•
•
•
•
Complete the Pre-Qualification Form (Appendix A) and submit it to the Calvin
Project Manager.
Provide a current Certificate of Insurance coverage before finalizing a contract
agreement for work. No contractor work will be considered until insurance criteria
has been agreed on and complied with.
The contractor is responsible for compliance with all applicable state, local and
federal regulations.
Contractors must sign in on the contractor check-in log at the Physical Plant front
desk in the Service Building prior to beginning work on campus each day.
Contractors will be assigned authorized contractor ID cards for each of its
employees. These are to be picked up at the Physical Plant front desk in the Service
Building. Each contractor employee must keep their ID card visible while working at
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
3 of 11
•
•
•
•
•
•
•
•
•
Calvin. ID cards are to be returned to the Physical Plant desk at the close of each
business day.
Contractors will provide all necessary equipment for their employees to conduct the
project work safely. This equipment includes, but is not limited to, ladders,
scaffolding, lifts, power and hand tools, extension cords and personal protective
equipment. Also see the Calvin College Equipment Use section below.
The contractor shall identify a MIOSHA qualified competent person .The competent
person is responsible for the day to day implementation and maintenance of the
contractor’s site safety plan. The competent person will provide the Calvin Project
Manager with copies of minutes of all safety meetings and safety inspections that deal
with work carried out under the contract.
The Contractor Project Supervisor will advise Calvin College in advance, of any
hazards associated with the planned project work.
It is the contractor’s responsibility to develop, implement and maintain its own
Hazard Communication Plan that complies with the Michigan Right To Know Law,
including 29 CFR 1910.1200. The contractor shall submit an inventory of all
hazardous chemicals that are brought on-site with accompanying MSDSs to the
Calvin Project Manager. The contractor shall ensure that all containers that are
brought to campus for the storage of hazardous chemicals are properly labeled and
inspected. The contractor shall remove all hazardous chemicals that it brings on-site
when work involving a specific hazardous chemical is complete. When a project is
completed no contractor owned chemicals shall be left on campus unless
arrangements have been made with the Calvin Project Manager.
Materials and substances with strong odors or that are hazardous can result in
complaints and concerns from students, staff and faculty. The Calvin College Project
Manager must be informed prior to the use of such materials and substances. Efforts
must be made to protect students, staff and faculty from any possibility of hazardous
chemical exposure.
The contractor is responsible for providing general awareness training for its
employees on how to identify suspect asbestos-containing material ACM if found
during work activities. The contractor will notify the Calvin College EHOS Office in
the event that suspect ACM is discovered and/or may be disturbed during work
activities.
The contractor must provide the Calvin Project Manager with a list of actual and
potential hazardous waste to be generated during a project. Hazardous waste
generated by a contractor as part of its work is the responsibility of the contractor.
The contractor must ensure that its hazardous waste is properly identified, stored,
transported and disposed of in accordance with all applicable local, state and federal
laws. Draining of gasoline, fuel oil, motor oil, flammable liquids, or other chemicals
onto the ground or into an open sewer is strictly prohibited.
The contractor is responsible for the proper management of its own chemical spills.
This includes immediate notification of Calvin Campus Safety at 526-3333, subcontracting a spill response vendor when necessary, and proper reporting to outside
agencies when required.
The contractor is responsible for providing medical care to its employees. Calvin
College first aid facilities may be used only in the case of an emergency.
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
4 of 11
•
•
•
•
Contractors will comply with MIOSHA 29 CFR 1910.147, Control of Hazardous
Energy Sources / Lockout-Tagout, and will not begin work until procedures are
coordinated with designated Calvin College staff.
No contractor will manipulate any switches, controls, valves or instruments of Calvin
property without the prior approval of the Calvin Project Manager.
No welding, cutting or brazing will be done by a contractor unless it has a hot work
permit. The permit is to be posted at the work site with a copy provided to the Calvin
Project Manager after the final inspection is complete.
No confined space will be entered by contractor personnel unless the contractor
follows recognized safe confined space entry procedures as defined by applicable
standards, including General Industry Safety Standard Part 90 and MIOSHA
Occupational Health Standard Part 622. The Calvin Project Manager must be notified
of any planned confined space entries.
General Information
Housekeeping
Contractors must maintain good housekeeping while on Calvin property. Contractors
must keep work areas neat, clean, orderly and free of excess trash and debris and never
block walkways, stairs, exits, or create a tripping hazard. Contractors must always cover
and/or replace guardrails around open holes, trenches, or excavations into which Calvin’s
students, staff or faculty may fall. Poor housekeeping on a job site may lead to an
increased potential for safety hazards and increased incidence of accidents and chemical
spills. When a project is completed the job site must be left neat, clean and orderly.
Accident, Injury or Illness
After notifying the appropriate emergency agency (e.g., local emergency at 911 and
Calvin College Campus Safety at 526-3333), work-related injuries and illnesses must be
immediately reported to the Calvin EHOS Officer at 262-6254 or the Director of Physical
Plant at 299-3873. Contractors shall also promptly report to Calvin any accident or near
miss which results or could have resulted in injury or property damage. Any notice to
MIOSHA for a fatality or catastrophe involving contractor employees is the
responsibility of the contractor.
Equipment
Contractors shall ensure that all equipment brought onto college property is in safe
working order, all safety features are functioning, and the equipment is maintained in this
condition. The contractor is responsible for the security of its own equipment.
All Contractor-owned equipment shall be removed from Calvin College property
immediately upon completion of the work unless otherwise agreed upon.
Calvin College Equipment Use
In the event a contractor must use Calvin College’s equipment, such as forklifts and
scissors lifts the contractor shall:
• Obtain approval from the Calvin Project Manager.
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
5 of 11
•
•
•
•
Inspect prior to use any equipment that it borrows from Calvin or other contractors.
Provide written documentation to Calvin of all required training necessary to operate
equipment as required.
Return all equipment to its home location clean.
Reimburse Calvin College for any damage to its property and/or equipment due to
contractor use.
Traffic
When operating mobile equipment on campus, contractors shall obey traffic signs at all
times. Pedestrian traffic shall always be afforded consideration. Drive only on roads
intended for vehicular traffic unless permission to drive on pedestrian walkways or grass
is granted by the Calvin Project Manager. For larger construction projects, traffic patterns
will be planned by the Calvin Project Manager in coordination with Calvin’s director of
Campus Safety.
Barricades, Fences and Signs
Barricades should act as physical barriers, preventing contact by passers-by with the
hazards created by construction or maintenance activities. Barriers with suitable gates
where necessary are to be sturdy and are to be suitable for the type and duration of the
construction project. The Calvin Project Manager, EHOS officer, Campus Safety director
and the contractors involved will determine what type of barrier must be constructed for a
particular project. Acceptable barriers will be made of chain link fence or vinyl snow
fencing with sturdy posts. Unacceptable barriers include saw horse type barricades, tape,
rope or anything that poses a hazard to passers-by.
Barricades and signs should be used wherever necessary for the physical protection of
people or property, the following is a list of activities where their use is required by code
or regulation:
•
•
•
•
•
•
•
•
•
Wherever construction debris is dropped without the use of an enclosed chute.
Areas with temporary wiring operating at more than 600 volts.
Work areas for electrical equipment with exposed, energized parts.
The swing radius of the rotating superstructure of cranes or other equipment.
Wherever equipment is left unattended near a roadway at night.
Excavations.
Areas used for the preparation of explosive charges or blasting operations.
Street openings, such as manholes.
Construction areas in energized electrical substations.
Security
The contractor is responsible for the security of its own equipment and property.
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
6 of 11
Parking
Contractors must obtain Contractor Parking Permits from the Physical Plant front desk in
the Service Building for each vehicle brought to campus. Contractor vehicles must park
in spaces designated for construction parking or otherwise approved by the Calvin Project
Manager. Trailers are to be located in approved areas only. Fines will be imposed by
Calvin’s Campus Safety officers for parking violations.
Construction Signs
No construction company name advertising is allowed on campus other than signage on
vehicles and trailers.
Substance Abuse
Alcoholic beverages and controlled substances are strictly prohibited on Calvin College
property. Failure to comply with this rule shall result in the immediate and permanent
expulsion of all offending personnel. In the event of illegal substances, the local
authorities will be contacted.
Smoking Policy
Smoking is prohibited in all campus buildings. Those who choose to smoke must do so
outside only in designated smoking areas and dispose of trash appropriately. Any
smoking by contractor employees is to be done on their own time. Time spent smoking is
not billable time.
Personal Conduct/Language
The college strives to maintain a courteous and respectful environment for students and
employees. Calvin expects all Contractors to act professionally and use good judgment
in choice of language while on campus.
Rest Rooms and Lunch Facilities
Contractors may use Calvin restrooms and lunch facilities only if the Calvin Project
Manager has designated specific ones for contractor use during a project. On certain
larger projects contractors will be required to use portable toilets that are provided and
maintained by the contractor.
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
7 of 11
Pre-Qualification Form
Appendix A
1. Check your type of work:
General construction
Carpentry
Insulation
Drywall
Painting
Plumbing
Heating, Air Conditioning
Carpet, tile
Electrical
Fire Protection
Asbestos abatement
Insulation
Roofing
Window cleaning
Excavation
Tree service
Other ______________________
Other ______________________
2. Please use your last year’s MIOSHA 300 Log to fill in:
Number of lost workday cases
_______________
Number of restricted work cases
_______________
Number of cases with medical attention only
_______________
Number of fatalities
_______________
Employee hours worked last year
_______________
3. List your firm’s Insurance Experience Modification Rate for the three most recent
years.
Year ______
Mod ______
Year ______
Mod ______
Year ______
Mod ______
4. Do you have a written safety program that complies with applicable standards?
Yes ____ No _____
Comments __________________________________________________________
5. Do you hold site safety meetings?
Weekly _____
Monthly
Bi-weekly _____
Less often
6. Do you conduct project Safety inspections?
Yes ____ No _____
_____
_____
Yes ____ No _____
If yes, who conducts this inspection (title)? _________________________________
How often? __________________________________________________________
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
8 of 11
7. Do you have a program for newly hired or promoted foreman? Yes ____ No _____
If yes, does it include instruction on the following? Check all that are included.
Safe work practices
Safety supervision
Toolbox meetings
Emergency procedures
OSHA 10 hour Construction
Safety Course
First aid procedures
Accident investigation
Fire protection and prevention
New work orientation
Other:
8. Do you have an orientation program for newly hired employees? Yes ____ No _____
If yes, does it include instruction on the following? Check all that are included.
Head protection
Eye protection
Hearing protection
Respiratory protection
Employees are fit tested for
respirators
Employees are medically
cleared for respirators
Harnesses and lifelines
Scaffolding
Perimeter guarding
Housekeeping
Fire protection
First aid facilities
Emergency procedures
Hazard communications
Trenching and excavation
Signs, barricades, flagging
Electrical safety
Rigging and crane safety
Confined space entry
Lockout Tagout
Hot work
Fork lifts
Aerial platform lifts
Boom lifts
Asbestos awareness
Hazardous waste
Compressed gas cylinders
Other:
Who does the training? ____________________________________________________
9. Are licenses or certificates required for any work performed?
Do employees possess these licenses?
Yes ____ No _____
Yes ____ No _____
I herby certify that the information provided in this questionnaire is accurate to
the best of my knowledge.
_________________________________
Company
______________________________
Date
_________________________________
Print name
______________________________
Signature
_________________________________
Title
______________________________
Phone number
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
9 of 11
Contractor Safety Checklist
Appendix B
Contractor Company Name _________________________________________________
Project Start Date _____________________ Project Completion Date _______________
Project Description ________________________________________________________
Contractor Project Supervisor _______________________________________________
Calvin College Project Manager _____________________________________________
Contractor’s Competent Person (responsible for safety on the job site) ____________________
Yes
[Note: Mark “Yes” where requirements are applicable and details are discussed. This
project discussion must occur before any work begins.]
No
Requirements
Comments
1. Certificate of Insurance
2. Pre-Qualification Form review
3. Contractor check-in log
4. Site access
5. Parking
6. Emergency procedures, signals,
evacuation
7. Availability and use of college rest
rooms and lunch facilities
8. Storage facilities & designated areas
& housekeeping
9. Employee conduct , smoking
10. Personal protective equipment (must
be supplied by Contractor)
11. Chemical/health hazards – MSDS
given by each as required (list on
bottom of this form)
12. Lockout/Tagout procedures of
companies involved
13. Confined space entry
14. Construction site protection, barriers,
barricades, fences, security
15. State notifications, building permits
16. Presence of known site hazards
(including asbestos)
17. Equipment use
18. Cutting, welding, hot work
19. Chemical spill control & reporting
20. Removal & disposal of excess
chemicals and hazardous waste
21. Prior approvals required
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
10 of 11
If the contractor violates applicable rules and procedures it is subject to loss of the
contract. No Calvin equipment may be used by the contractor without prior authorization
from the Calvin Project Manager.
All work practices must comply with applicable federal, state and local regulations.
All information discussed above will be communicated to all contract and subcontract
employees by the Contractor Project Supervisor prior to the start of work.
General comments:
Signatures & Date Signed:
Contractor Project Supervisor _______________________________________________
Subcontractor Company Supervisor __________________________________________
Calvin College Project Manager _____________________________________________
Calvin College EHOS Officer _______________________________________________
Other (Name and Title) ____________________________________________________
MSDS for Calvin College owned products provided to the contractor:
MSDS for contractor owned products provided to Calvin College:
Distribution: All persons who have signed document
Environmental Health & Occupational Safety
Approved by: Cabinet
Date issued: 9/20/05
Supersedes: 8/6/03
11 of 11